INVITATION FOR BID TO: IFB NO.: TITLE: DATE: BUYER: PHONE: EMAIL: SEALED BIDS MUST BE RECEIVED NO LATER THAN: DATE: 05/10/12 TIME: 2:00 p.m. CST RETURN BID TO: 9501 Appliances for Greenwood and Central Village Apartments 04/24/12 John Hall 660-543-4231 hall@ucmo.edu UNIVERSITY OF CENTRAL MISSOURI PROCUREMENT AND MATERIALS MANAGEMENT OFFICE, GENERAL SERVICES BUILDING 102 W. SOUTH STREET WARRENSBURG, MO 64093 PROMPT PAYMENT TERMS: % DAYS NET DAYS Appliances for Greenwood and Central Village Apartments UNIVERSITY OF CENTRAL MISSOURI Prospective bidders are hereby invited to submit their bid to provide the University of Central Missouri (University) with Appliances for Greenwood and Central Village Apartments pursuant to the requirements of this Invitation for Bid and further agree when the bid is awarded, a binding contract, as defined herein, shall exist between the bidder and the University. NOTE: IMPORTANT: Reference to brand name in this IFB is not meant to be restrictive, but is used only as an acceptable quality level. Bids shall be considered for any brand which meets or exceeds the quality of the specifications listed for any item. Complete brand name, model, and specifications must be submitted with quotations. Bid may not be accepted if the IFB number is not designated on the outside of the envelope. Buyer of Record: John Hall
IFB 9501 Page 2 1. INTRODUCTION AND GENERAL INFORMATION 1.1 Introduction: 1.1.1 This document constitutes a request for competitive, sealed bids for the provision of appliances for Greenwood and Central Village Apartments as set forth herein. 1.1.2 Organization This document, referred to as an Invitation for Bid (IFB), is divided into the following parts: a. Invitation for Bid Cover Page b. Introduction and General Information c. Terms and Conditions d. Contractual Requirements e. Bid Submission Information f. Attachment 1 1.2 Questions Regarding the IFB: 1.2.1 Except as may be otherwise stated herein, the bidder and the bidder s agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the IFB, the solicitation process, the evaluation, etc., to the buyer of record indicated on the first page of this IFB. Inappropriate contacts to other personnel are grounds for suspension and/or exclusion from specific procurements.
IFB 9501 Page 3 PROCUREMENT AND MATERIALS MANAGEMENT OFFICE TERMS AND CONDITIONS -- INVITATION FOR BID 1. TERMINOLOGY/DEFINITIONS Whenever the following words and expressions appear in an Invitation for Bid (IFB) document or any amendment thereto, the definition or meaning described below shall apply. a. University means the University of Central Missouri. b. Amendment means a written, official modification to an IFB or to a contract. c. Attachment applies to all forms which are included with an IFB to incorporate any informational data or requirements related to the performance requirements and/or specifications. d. Bid Opening Date and Time and similar expressions mean the exact deadline required by the IFB for the receipt of sealed bids. e. Bidder means the person or organization that responds to an IFB by submitting a bid with prices to provide the equipment, supplies, and/or services as required in the IFB document. f. Buyer means the procurement staff member of the Procurement and Materials Management Office. The Contact Person as referenced herein is usually the Buyer. g. Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services. h. Contractor means a person or organization who is a successful bidder as a result of an IFB and who enters into a contract. i. Exhibit applies to forms which are included with an IFB for the bidder to complete and submit with the sealed bid prior to the specified opening date and time. j. Invitation for Bid (IFB) means the solicitation document issued by the Procurement and Materials Management Office to potential bidders for the purchase of equipment, supplies, and/or services as described in the document. The definition includes these Terms and Conditions as well as all Pricing Pages, Exhibits, Attachments, and Amendments thereto. k. May means that a certain feature, component, or action is permissible, but not required. l. Must means that a certain feature, component, or action is a mandatory condition. m. Pricing Page(s) applies to the form(s) on which the bidder must state the price(s) applicable for the equipment, supplies, and/or services required in the IFB. The pricing pages must be completed and submitted by the bidder with the sealed bid prior to the specified bid opening date and time. n. Shall has the same meaning as the word must. o. Should means that a certain feature, component and/or action is desirable but not mandatory. 2. APPLICABLE LAWS AND REGULATIONS a. The contract shall be construed according to the laws of the State of Missouri. The contractor shall comply with all local, state, and federal laws and regulations related to the performance of the contract to the extent that the same may be applicable. b. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provisions shall be void and unenforceable. However, the balance of the contract shall remain in force between the parties unless terminated by consent of both the contractor and the Procurement and Materials Management Office. c. The contractor must be registered and maintain good standing with the Secretary of State of the State of Missouri and other regulatory agencies, as may be required by law or regulations. d. The contractor must timely file and pay all Missouri sales, withholding, corporate and any other required Missouri tax returns and taxes, including interest and additions to tax. e. The exclusive venue for any legal proceeding relating to or arising out of the IFB or resulting contract shall be in the Circuit Court of Johnson County, Missouri. f. The contractor shall only utilize personnel authorized to work in the United States in accordance with applicable federal and state laws and Executive Order 07-13 for work performed in the United States.
IFB 9501 Page 4 3. OPEN COMPETITION/INVITATION FOR BID DOCUMENT a. It shall be the bidder's responsibility to ask questions, request changes or clarification, or otherwise advise the Procurement and Materials Management Office if any language, specifications or requirements of an IFB appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the IFB to a single source. Any and all communication from bidders regarding specifications, requirements, competitive bid process, etc., must be directed to the buyer from the Procurement and Materials Management Office, unless the IFB specifically refers the bidder to another contact. Such e- mail, fax, or phone communication should be received at least seven calendar days prior to the official bid opening date. b. Every attempt shall be made to ensure that the bidder receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all bidders will be advised, via the issuance of an amendment to the IFB, of any relevant or pertinent information related to the procurement. Therefore, bidders are advised that unless specified elsewhere in the IFB, any questions received less than seven calendar days prior to the IFB opening date may not be answered. c. Bidders are cautioned that the only official position of the University is that which is issued by the Procurement and Materials Management Office in the IFB or an amendment thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement. d. The Procurement and Materials Management Office monitors all procurement activities to detect any possibility of deliberate restraint of competition, collusion among bidders, price-fixing by bidders, or any other anticompetitive conduct by bidders which appears to violate state and federal antitrust laws. Any suspected violation shall be referred to the Missouri Attorney General's Office for appropriate action. e. The Procurement and Materials Management Office reserves the right to officially amend or cancel an IFB after issuance. It shall be the sole responsibility of the bidder to monitor the University s website at: http://www.ucmo.edu/procurement to obtain a copy of the amendment(s). 4. PREPARATION OF BIDS a. Bidders must examine the entire IFB carefully. Failure to do so shall be at bidder's risk. b. Unless otherwise specifically stated in the IFB, all specifications and requirements constitute minimum requirements. All bids must meet or exceed the stated specifications and requirements. c. Unless otherwise specifically stated in the IFB, any manufacturer names, trade names, brand names, information and/or catalog numbers listed in a specification and/or requirement are for informational purposes only and are not intended to limit competition. The bidder may offer any brand which meets or exceeds the specification for any item, but must state the manufacturer's name and model number for any such brands in the bid. In addition, the bidder shall explain, in detail, (1) the reasons why the proposed equivalent meets or exceeds the specifications and/or requirements and (2) why the proposed equivalent should not be considered an exception thereto. Bids which do not comply with the requirements and specifications are subject to rejection without clarification. d. Bids lacking any indication of intent to offer an alternate brand or to take an exception shall be received and considered in complete compliance with the specifications and requirements as listed in the IFB. e. All equipment and supplies offered in a bid must be new, of current production, and available for marketing by the manufacturer unless the IFB clearly specifies that used, reconditioned, or remanufactured equipment and supplies may be offered. f. Prices shall include all packing, handling and shipping charges FOB destination, freight prepaid and allowed unless otherwise specified in the IFB. g. Bids, including all prices therein, shall remain valid for 90 days from bid opening unless otherwise indicated. If the bid is accepted, the entire bid, including all prices, shall be firm for the specified contract period.
IFB 9501 Page 5 5. SUBMISSION OF BIDS a. Bids must be submitted by delivery of a hard copy to the Procurement and Materials Management Office. Delivered bids must be sealed in an envelope or container, and received in the Procurement and Materials Management Office located at 102 W. South Street, Warrensburg, MO 64093 no later than the exact opening time and date specified in the IFB. All bids must (1) be submitted by a duly authorized representative of the bidder's organization, (2) contain all information required by the IFB, and (3) be priced as required. b. The sealed envelope or container containing a bid should be clearly marked on the outside with (1) the official IFB number and (2) the official opening date and time. Different bids should not be placed in the same envelope, although copies of the same bid may be placed in the same envelope. c. A bid which has been delivered to the Procurement and Materials Management Office, may be modified or withdrawn by signed, written notice which has been received by the Procurement and Materials Management Office prior to the official opening date and time specified. A bid may also be modified or withdrawn in person by the bidder or its authorized representative, provided proper identification is presented before the official opening date and time. Telephone or telegraphic requests to modify or withdraw a bid shall not be honored. d. A bid may also be withdrawn after the bid opening through submission of a written request by an authorized representative of the bidder. Justification of withdrawal decision may include a significant error or exposure of bid information that may cause irreparable harm to the bidder. e. Faxed bids shall not be accepted. However, faxed and e-mail no-bid notifications shall be accepted. 6. BID OPENING a. Bid openings are public on the opening date and at the opening time specified on the IFB document. Only the names of the respondents shall be read at the bid opening. The contents of the responses shall not be disclosed at this time. b. Bids which are not received in the Procurement and Materials Management Office prior to the official opening date and time shall be considered late, regardless of the degree of lateness, and will not be opened. The sole exception to this rule is if the University offices are closed on the bid due date due to inclement weather. In such case, the bids will be opened on the next business day that University offices are opened. However, the bidder must provide the Procurement and Materials Management Office with written proof from the postal or courier service that the promised delivery time was prior to the time set for the opening of bids. 7. PREFERENCES a. By virtue of statutory authority, a preference will be given to materials, products, supplies, provisions and all other articles produced, manufactured, made or grown within the State of Missouri. Such preference shall be given when quality is equal or better and delivered price is the same or less. c. In accordance with Executive Order 05-30, contractors are encouraged to utilize certified minority and womenowned businesses in selecting subcontractors. 8. EVALUATION/AWARD a. Any clerical error, apparent on its face, may be corrected by the buyer before contract award. Upon discovering an apparent clerical error, the buyer shall contact the bidder and request clarification of the intended bid. The correction shall be incorporated in the notice of award. Examples of apparent clerical errors are: 1) misplacement of a decimal point; and 2) obvious mistake in designation of unit. b. Any pricing information submitted by a bidder shall be subject to evaluation if deemed by the Procurement and Materials Management Office to be in the best interest of the University. c. The bidder is encouraged to propose price discounts for prompt payment or propose other price discounts that would benefit the University. However, unless otherwise specified in the IFB, pricing shall be evaluated at the maximum potential financial liability to the University. d. Awards shall be made to the bidder whose bid (1) complies with all mandatory specifications and requirements of the IFB and (2) is the lowest and best bid, considering price, responsibility of the bidder, and all other evaluation criteria specified in the IFB and any subsequent negotiations. e. In the event all bidders fail to meet the same mandatory requirement in an IFB, Procurement and Materials Management Office reserves the right, at its sole discretion, to waive that requirement for all bidders and to
IFB 9501 Page 6 proceed with the evaluation. In addition, the Procurement and Materials Management Office reserves the right to waive any minor irregularity or technicality found in any individual bid. f. The Procurement and Materials Management Office reserves the right to reject any and all bids. g. When evaluating a bid, the University reserves the right to consider relevant information and fact, whether gained from a bid, from a bidder, from bidder's references, or from any other source. h. Any information submitted with the bid, regardless of the format or placement of such information, may be considered in making decisions related to the responsiveness and merit of a bid and the award of a contract. i. Any award of a contract shall be made by notification from the Procurement and Materials Management Office to the successful bidder. The Procurement and Materials Management Office reserves the right to make awards by item, group of items, or an all or none basis. The grouping of items awarded shall be determined by the Procurement and Materials Management Office based upon factors such as item similarity, location, administrative efficiency, or other considerations in the best interest of the University. k. The Procurement and Materials Management Office reserves the right to request clarification of any portion of the bidder's response in order to verify the intent of the bidder. The bidder is cautioned, however, that its response may be subject to acceptance or rejection without further clarification. m. The final determination of contract(s) award shall be made by the Procurement and Materials Management Office. 9. CONTRACT/PURCHASE ORDER a. By submitting a bid, the bidder agrees to furnish any and all equipment, supplies and/or services specified in the IFB, at the prices quoted, pursuant to all requirements and specifications contained therein. b. A binding contract shall consist of: (1) the IFB, amendments thereto, and any negotiation request(s) with IFB changes/additions, (2) the contractor's bid including any contractor negotiation response(s), (3) clarification of the bid, if any, and (4) the Procurement and Materials Management Office's acceptance of the bid by "notice of award". All Exhibits and Attachments included in the IFB shall be incorporated into the contract by reference. c. A notice of award issued by the University does not constitute an authorization for shipment of equipment or supplies or a directive to proceed with services. Before providing equipment, supplies and/or services for the University, the contractor must receive a properly authorized purchase order or other form of authorization given to the contractor at the discretion of the University. d. The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein. Any change to the contract, whether by modification and/or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representative of the contractor and the Procurement and Materials Management Office or by a modified purchase order prior to the effective date of such modification. The contractor expressly and explicitly understands and agrees that no other method and/or no other document, including correspondence, acts, and oral communications by or from any person, shall be used or construed as an amendment or modification to the contract. 10. INVOICING AND PAYMENT a. The University does not pay state or federal taxes unless otherwise required under law or regulation. b. Each invoice submitted must reference the contract or purchase order number and must be itemized in accordance with items listed on the contract and/or purchase order. Failure to comply with this requirement may delay processing of invoices for payment. c. The contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of the Procurement and Materials Management Office. d. Payment for all equipment, supplies, and/or services required herein shall be made in arrears unless otherwise indicated in the IFB. e. The University assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity is subject to the University's rejection and shall be returned at the contractor's expense. 11. DELIVERY Time is of the essence. Deliveries of equipment, supplies, and/or services must be made no later than the time stated in the contract or within a reasonable period of time, if a specific time is not stated.
IFB 9501 Page 7 12. INSPECTION AND ACCEPTANCE a. No equipment, supplies, and/or services received by the University pursuant to a contract shall be deemed accepted until the University has had reasonable opportunity to inspect said equipment, supplies, and/or services. b. All equipment, supplies, and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected. c. The University reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received. d. The University's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the University may have. 13. WARRANTY a. The contractor expressly warrants that all equipment, supplies, and/or services provided shall: (1) conform to each and every specification, drawing, sample or other description which was furnished to or adopted by the Procurement and Materials Management Office, (2) be fit and sufficient for the purpose expressed in the IFB, (3) be merchantable, (4) be of good materials and workmanship, and (5) be free from defect. b. Such warranty shall survive delivery and shall not be deemed waived either by reason of the University's acceptance of or payment for said equipment, supplies, and/or services. 14. CONFLICT OF INTEREST a. Officials and employees of the University, its governing body, or any other public officials of the State of Missouri must comply with sections 105.452 and 105.454, RSMo, regarding conflict of interest. b. The contractor hereby covenants that at the time of the submission of the bid the contractor has no other contractual relationships which would create any actual or perceived conflict of interest. The contractor further agrees that during the term of the contract neither the contractor nor any of its employees shall acquire any other contractual relationships which create such a conflict. 15. REMEDIES AND RIGHTS a. No provision in the contract shall be construed, expressly or implied, as a waiver by the University of any existing or future right and/or remedy available by law in the event of any claim by the University of the contractor's default or breach of contract. b. The contractor agrees and understands that the contract shall constitute an assignment by the contractor to the University of all rights, title and interest in and to all causes of action that the contractor may have under the antitrust laws of the United States or the State of Missouri for which causes of action have accrued or will accrue as the result of or in relation to the particular equipment, supplies, and/or services purchased or procured by the contractor in the fulfillment of the contract with the University. 16. CANCELLATION OF CONTRACT a. In the event of material breach of the contractual obligations by the contractor, the Procurement and Materials Management Office may cancel the contract. At its sole discretion, the Procurement and Materials Management Office may give the contractor an opportunity to cure the breach or to explain how the breach will be cured. The actual cure must be completed within no more than 10 working days from notification, or at a minimum the contractor must provide Procurement and Materials Management Office within 10 working days from notification a written plan detailing how the contractor intends to cure the breach. b. If the contractor fails to cure the breach or if circumstances demand immediate action, the Procurement and Materials Management Office will issue a notice of cancellation terminating the contract immediately. If it is determined the Procurement and Materials Management Office improperly cancelled the contract, such cancellation shall be deemed a termination for convenience in accordance with the contract.
IFB 9501 Page 8 c. If the Procurement and Materials Management Office cancels the contract for breach, the Procurement and Materials Management Office reserves the right to obtain the equipment, supplies, and/or services to be provided pursuant to the contract from other sources and upon such terms and in such manner as the Procurement and Materials Management Office deems appropriate and charge the contractor for any additional costs incurred thereby. d. The contractor understands and agrees that funds required to fund the contract must be appropriated for each fiscal year included within the contract period (the University s fiscal year runs July 1 through June 30). The contract shall not be binding upon the University for any period in which funds have not been appropriated, and the University shall not be liable for any costs associated with termination caused by lack of appropriations. 17. COMMUNICATIONS AND NOTICES Any notice to the bidder/contractor shall be deemed sufficient when deposited in the United States mail postage prepaid, transmitted by facsimile, transmitted by e-mail or hand-carried and presented to an authorized employee of the bidder/contractor. 18. BANKRUPTCY OR INSOLVENCY a. Upon filing for any bankruptcy or insolvency proceeding by or against the contractor, whether voluntary or involuntary, or upon the appointment of a receiver, trustee, or assignee for the benefit of creditors, the contractor must notify the Procurement and Materials Management Office immediately. b. Upon learning of any such actions, the Procurement and Materials Management Office reserves the right, at its sole discretion, to either cancel the contract or affirm the contract and hold the contractor responsible for damages. 19. INVENTIONS, PATENTS AND COPYRIGHTS The contractor shall defend, protect, and hold harmless the University, its officers, agents, and employees against all suits of law or in equity resulting from patent and copyright infringement concerning the contractor's performance or products produced under the terms of the contract. 20. NON-DISCRIMINATION AND AFFIRMATIVE ACTION In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall agree not to discriminate against recipients of services or employees or applicants for employment on the basis of race, color, religion, national origin, sex, age, disability, or veteran status unless otherwise provided by law. If the contractor or subcontractor employs at least 50 persons, they shall have and maintain an affirmative action program which shall include: a. A written policy statement committing the organization to affirmative action and assigning management responsibilities and procedures for evaluation and dissemination; b. The identification of a person designated to handle affirmative action; c. The establishment of non-discriminatory selection standards, objective measures to analyze recruitment, an upward mobility system, a wage and salary structure, and standards applicable to layoff, recall, discharge, demotion, and discipline; d. The exclusion of discrimination from all collective bargaining agreements; and e. Performance of an internal audit of the reporting system to monitor execution and to provide for future planning. If discrimination by a contractor is found to exist, the Procurement and Materials Management Office shall take appropriate enforcement action which may include, but not necessarily be limited to, cancellation of the contract, suspension, or debarment by the Procurement and Materials Management Office until corrective action by the contractor is made and ensured, and referral to the Attorney General's Office, whichever enforcement action may be deemed most appropriate. 21. AMERICANS WITH DISABILITIES ACT
IFB 9501 Page 9 In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA). 22. FILING AND PAYMENT OF TAXES The commissioner of administration and other agencies to which the state purchasing law applies shall not contract for goods or services with a vendor if the vendor or an affiliate of the vendor makes sales at retail of tangible personal property or for the purpose of storage, use, or consumption in this state but fails to collect and properly pay the tax as provided in chapter 144, RSMo. For the purposes of this section, "affiliate of the vendor" shall mean any person or entity that is controlled by or is under common control with the vendor, whether through stock ownership or otherwise. Therefore bidder s failure to maintain compliance with chapter 144, RSMo, may eliminate their bid from consideration for award. See Attachment 1 of the IFB. 23. TITLES Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.
IFB 9501 Page 10 1. CONTRACTUAL REQUIREMENTS 1.1 General Requirements: 1.1.1 The contractor shall provide appliances for Greenwood and Central Village Apartments for the University, in accordance with the provisions and requirements stated herein. The contractor shall accept either first placements or second placement as specified in the Notice of Award. 1.2 Refrigerator: 1.2.1 The refrigerator must be at least 16.5 cubic feet and must be no larger than 65-1/8 tall, 28 wide, and 29-3/8 deep (including doors). The refrigerators must be white in color and energy star compliant. Preferred model is Frigidaire FFHT1713LW or FFHT1715LW. 1.3 Range Oven: 1.3.1 The range oven must be all-electric and 30 wide, with 4 burners, oven, and broiler. The range oven shall be 230 volt, 60 Hz, 8 kw, and white in color. 1.4 Vent Hood: 1.4.1 The vent hood must be 30 with a top and back discharge to be rectangular in shape (10 x 3-1/4 ). The vent hood must have 2 speed motor minimum, a surface light, and be white in color. 1.5 Range Oven Cord: 1.5.1 The range oven cord must be a 6, 3 prong cord. 1.6 Delivery: 1.6.1 The contractor shall schedule delivery of the appliances with John Slobaszewski, Assistant Director of Housing. As specified by the University, the contractor shall deliver and install appliances (vent hoods will not be installed by the contractor).
IFB 9501 Page 11 1. BID SUBMISSION INFORMATION 1.1 Submission of Bids: 1.1.1 Bids must be priced, signed, sealed, and returned (with all necessary attachments) to the Procurement and Materials Management Office by the bid receipt data and time specified on the first page of the IFB. a. Any form containing a signature line must by manually signed and returned as part of the bid. b. The bidder shall not submit a bid by facsimile or email because only sealed bids are acceptable in response to the IFB. 1.1.2 The bidder must respond to the IFB by submitting all required data in order for the bid to be evaluated and considered for award. Failure to submit such data shall be deemed sufficient cause for disqualification of a bid from consideration for award. 1.2 Clarification of Requirements: 1.2.1 Any and all questions regarding specifications, requirements, the competitive procurement process, etc., but be directed to the Buyer of Record as indicated on the first page of the IFB. Questions should be submitted in writing or may be faxed to the Buyer s attention at 660-543-4231. Questions and/or comments regarding the IFB shall be submitted no later than the date indicated on page one of the IFB. 1.2.2 Bidders shall not contact any other employees of the University during the competitive procurement process. 1.2.3 The bidder is advised that the only official position of the University is that position which is stated in writing and issued by the Procurement and Materials Management Office as the IFB and any amendments thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement. 1.3 Evaluation and Award Process: 1.3.1 After determining that a bid satisfies the mandatory requirements stated in the Invitation for Bid, the award of the contract shall be based on the lowest and best valued bid received for the items listed in Exhibit A. 1.3.2 After an initial screening process, a technical question and answer conference or interview may be conducted, if deemed necessary by the University, to clarify or verify the bidder s offer and to develop a comprehensive assessment of the offer. 1.3.3 The University reserves the right to consider historic information and fact, whether gained from the bidder s offer, question and answer conferences, references, or any other source, in the evaluation process. 1.3.4 The bidder is cautioned that it is the bidder s responsibility to submit information related to the IFB and that the University is under no obligation to solicit such information if it is not included with the offer. Failure of the bidder to submit such information may cause an adverse impact on the evaluation of the bidder s offer. 1.3.5 In the event that only one bid is received in response to this IFB, the Procurement and Materials Management Office reserves the right to negotiate terms and conditions, including the price, as proposed in the sole bidder s offer. In addition, as part of such negotiations, the Procurement and Materials Management Office reserves the right to require supporting cost, pricing, and other data from the bidder in order to determine the reasonableness and acceptability of the bid.
IFB 9501 Page 12 1.4 Cost: 1.4.1 The bidder must provide pricing as required on Exhibit A Pricing Page. 1.5 Contract Award: 1.5.1 Any award resulting from this IFB will be made only by written authorization from the Procurement and Materials Management Office. 1.5.2 The University reserves the right to make no award, reject any and all bids received in response to this IFB, and to waive any minor irregularity or informality.
IFB 9501 Page 13 EXHIBIT A PRICING PAGE The bidder shall provide a firm, fixed price for each of the following in accordance with the provisions and requirements of this IFB. All costs associated with providing the required appliances shall be included in the stated prices. Description Qty. Brand/Model Proposed attach specifications Unit Price firm, fixed price Total Price (Qty. x Unit Price) Refrigerator 30 $ $ Range Oven 30 $ $ Vent Hood 30 $ $ Range Oven Cord 30 $ $ GRAND TOTAL: $ The bidder hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements and specifications contained herein. I (we) received Amendment Number. (Fill in numbers(s), if none, write none ) BUSINESS NAME MAILING ADDRESS CITY, STATE, ZIP CODE CONTACT PERSON EMAIL ADDRESS PHONE NUMBER FAX NUMBER AUTHORIZED SIGNATURE DATE PRINTED NAME TITLE
IFB 9501 Page 14 ATTACHMENT 1 VENDOR NO TAX DUE CERTIFICATION In accordance with Section 34.040.6 RSMo, the University of Central Missouri is precluded from contracting with a vendor or its affiliate who makes sales at retail of tangible personal property or for the purpose of storage, use or consumption in this state but fails to collect and properly pay the tax as provided in RSMo 144. In order for the University to be able to assign the contract to your company, you must verify that you are either registered to collect sales and/or use tax in Missouri, or you are not making retail sales of tangible personal property or providing taxable services in Missouri. You can provide this verification by submitting an official Vendor No Tax Due certificate issued by the Missouri Department of Revenue. The Department of Revenue will issue the Vendor No Tax Due certificate if you are properly registered to collect and have properly remitted sales and/or use tax, or if you are not making retail sales in Missouri. Once the Vendor No Tax Due certificate is issued, submit it to my attention at the address noted above. (The certificate may also be faxed to my attention at 660-543-8345 or scanned/emailed to me at msmith@ucmo.edu) If you do not provide the Vendor No Tax Due certificate and/or maintain a compliant tax status, it may render your company unacceptable for further consideration for University of Central Missouri contracts. You may obtain a Vendor No Tax Due certificate by contacting the Missouri Department of Revenue. The attached document provides information on how to obtain the Vendor No Tax Due certificate. Additional information regarding Section 34.040.6 RSMo is available on the Department of Revenue s website at http://www.dor.mo.gov/tax/business/sales/hb600.htm. If you are not already registered as a vendor with the State of Missouri, you are encouraged to register on the state s On-Line Bidding/Vendor Registration System website (https:www.moolb.mo.gov). Instructions for registering on this website are available on the Home page of the website. Thank you for your attention to this urgent matter.
IFB 9501 Page 15 ATTACHMENT 1 continued How To Obtain A Certificate Of Vendor No Tax Due A certificate of vendor no tax due can be obtained from the Missouri Department of Revenue when a business pays all of its sales/use tax in full, up to date, does not have a sales tax delinquency or does not sell tangible personal property at retail in Missouri. If taxes are due, depending on the payment history of the business, a cashier s check or money order may be required for payment before a certificate of vendor no tax due can be issued. A certificate of vendor no tax due can be obtained by contacting the Missouri Department of Revenue, Division of Taxation & Collection, P.O. Box 3666, Jefferson City, MO 65105-3666. You may also call (573) 751-9268, fax (573) 522-1160, or email taxclearance@dor.mo.gov. For walk-in assistance, you can visit a Tax Assistance Center near you: Jefferson City St. Louis 301 West High Street, Room 330 3256 Laclede Station Rd., Ste 101 Kansas City St. Joseph 615 E 13th St., Room 127 525 Jules, Room 314 Cape Girardeau Joplin 3102 Blattner Dr., Suite 102 705 Illinois Avenue, Suite 4 Springfield 149 Park Central Square, Room 313